Health Plan of San Joaquin

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1 Health Plan of San Joaquin HIPAA Transaction Standard Companion Guide Refers to the Implementation Guides Based on ASC X12 version CORE v5010 Companion Guide September 2015 September Version 1.0 1

2 Disclosure Statement Health Plan of San Joaquin is accepting X12N 270/271 Health Care Eligibility Request and Response, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). Type 3 and Errata (also The X12N 270/271 version of the 5010 Standards for Electronic Data Interchange Technical Report referred to as Implementation Guides) for the Health Care Eligibility Request and Response Transaction has been established for eligibility status inquiry and response compliance. This document has been prepared to serve as a Health Plan of San Joaquin s specific companion guide to the 270/271 Transaction Sets. This document supplements but does not contradict any requirements in the 270/271 Technical Report, Type 3. The primary focus of the document is to clarify specific segments and data elements that should be submitted to Health Plan of San Joaquin on the 270/271 Health Care Eligibility Status Request and Response Transaction. This document will be subject to revisions as new versions of the 270/271 Transaction Set Technical Reports are released. This document has been designed to aid both the technical and business areas. September Version 1.0 2

3 Preface This Companion Guide to the v5010 ASC X12N Implementation Guides and associated errata adopted under HIPAA clarifies and specifies the data content when exchanging electronically with Health Plan of San Joaquin. Transmissions based on this companion guide, used in tandem with the v5010 ASC X12N Implementation Guides, are compliant with both ASC X12 syntax and those guides. This Companion Guide is intended to convey information that is within the framework of the ASC X12N Implementation Guides adopted for use under HIPAA. The Companion Guide is not intended to convey information that in any way exceeds the requirements or usages of data expressed in the Implementation Guides. September Version 1.0 3

4 Table of Contents 1 INTRODUCTION SCOPE OVERVIEW REFERENCES GETTING STARTED WORKING WITH HEALTH PLAN OF SAN JOAQUIN TRADING PARTNER REGISTRATION TESTING WITH THE PAYER CONNECTIVITY WITH THE PAYER/COMMUNICATIONS PROCESS FLOWS Real-time Batch Structure Requirements Response Times RE-TRANSMISSION PROCEDURE COMMUNICATION PROTOCOL SPECIFICATIONS PASSWORDS MAINTENANCE SCHEDULE CONTACT INFORMATION EDI CUSTOMER SERVICE EDI TECHNICAL ASSISTANCE PROVIDER SERVICE NUMBER APPLICABLE WEBSITES/ CONTROL SEGMENTS/ENVELOPES ISA-IEA GS-GE PAYER SPECIFIC BUSINESS RULES AND LIMITATIONS ACKNOWLEDGEMENTS AND/OR REPORTS ACKNOWLEDGEMENT FOR HEALTH CARE INSURANCE TA1 - INTERCHANGE ACKNOWLEDGEMENT REQUEST REJECTION LOGIC/STATUS CODES September Version 1.0 4

5 9 TRADING PARTNER AGREEMENTS TRADING PARTNERS TRANSACTION SPECIFIC INFORMATION APPENDICES A. Transmission Examples B. Change Summary September Version 1.0 5

6 1 INTRODUCTION Under the Administrative Simplification provisions of the Health Insurance Portability and Accountability Act (HIPAA) of 1996, the Secretary of the Department of Health and Human Services (HHS) is directed to adopt standards to support the electronic exchange of administrative and financial health care transactions. The purpose of the Administrative Simplification portion of HIPAA is enable health information to be exchanged electronically and to adopt standards for those transactions. To submit a valid transaction, refer to the National Electronic Data Interchange Transaction Set Technical Report & Errata for the Health Care Eligibility: ASC X12N 270/271 (005010X279A1). The Technical Reports can be ordered from the Washington Publishing Company s website at For questions relating to the Health Plan of San Joaquin s 270/271 Health Care Eligibility Status Request and Response Transaction or testing, please contact at (209) Health Plan of San Joaquin s billing guidelines are not included in this document. Please refer to our website at for these guidelines, or contact Provider Relations at (209) SCOPE This section specifies the appropriate and recommended use of the Companion Guide. This companion guide is intended for Health Plan of San Joaquin s Trading Partners interested in exchanging HIPAA compliant X12 transactions with Health Plan of San Joaquin. It is intended to be used in conjunction with X12N Implementation Guides and is not intended to contradict or exceed X12 standards. It is not intended to be used to clarify the CORE rules. It contains information about specific Health Plan of San Joaquin requirements for processing following X12N Implementation Guides: X279A1, Health Care Eligibility Benefit Inquiry and Response (270/271) All instructions in this document are written using information known at the time of publication and are subject to change. 1.2 OVERVIEW The Health Insurance Portability and Accountability Act Administration Simplification (HIPAAAS) requires Health Plan of San Joaquin and all other covered entities to comply with the electronic data interchange standards for health care as established by the Secretary of Health and Human Services. This guide is designed to help those responsible for testing and setting up electronic eligibility status transactions. Specifically, it documents and clarifies when situational data elements and segments must be used for reporting and identifies codes and data elements that do not apply to Health Plan of San Joaquin. This guide supplements (but does not contradict) requirements in the ASC X12N 270/271 (version X279A1) implementation. This information should be given to the provider s business area to ensure that eligibility status responses are interpreted correctly. 1.3 REFERENCES This section specifies additional documents useful for the read. For example, the X12N Implementation Guides adopted under HIPAA that this document is a companion to. ACS X12 Version 5010 TR3s: CAQH/CORE: September Version 1.0 6

7 2 GETTING STARTED 2.1 WORKING WITH HEALTH PLAN OF SAN JOAQUIN For questions relating to the Health Plan of San Joaquin s 270/271 Health Care Eligibility Status Request and Response Transaction, or testing contact the Provider Relations department at (209) TRADING PARTNER REGISTRATION Providers will retrieve the enrollment form from the website listed below. Providers will submit the completed form to HPSJ via website listed below. All forms and instructions will be located on this page: 3 TESTING WITH THE PAYER After the submitter setup is complete, the submitter can send eligibility status transactions to the test environment. Health Plan of San Joaquin notifies the provider after the successful completion of testing and prepares the provider for production status. During the testing process, Health Plan of San Joaquin examines submitted test transactions for required elements, and also ensures that the submitter gets a response during the testing mode. When the submitter is ready to send ANSI 270/271 transactions to a production mailbox, they must notify Health Plan of San Joaquin Provider Relations. Provider Relations then moves the submitter to the production environment. The submitter's mailbox name remains the same when moving from test to production. Changing passwords is optional upon submitter's request to the Provider Relations Team. 4 CONNECTIVITY WITH THE PAYER/COMMUNICATIONS 4.1 PROCESS FLOWS Real-time The user application submits an SOAP request at and MIME request at Eligibility status system authenticates the user If the user is successfully authorized, the following files will be issued within 20 seconds: TA1 (if problem with the ISA/IEA segments exist) 999 Reject (if problem occurs within the subsequent loops and segments) 271 Eligibility Response Batch The user application submits an SOAP request at and MIME request at September Version 1.0 7

8 Eligibility status system authenticates the user If the user is successfully authorized, one of the following will be generated back to the user: TA1 available within one hour, if there is a problem with the ISA or IEA segments 999 Reject available within one hour, if there is a problem with the segments occurring between the ISA and IEA. 999 Acceptance response will be available within one hour. The 271 transaction(s) will be available the following day (no later than 7:00a.m) Structure Requirements Real-time 270 requests are limited to one inquiry, per patient, per transaction. Batch 270 requests are limited to 99 inquiries per ST-SE transaction Response Times A response (TA1, 999 reject or 271) to real-time inquiries will be provided within 20 seconds. A response to the batch inquiry will be provided by 7 a.m. (ET) the following day. Batch requests submitted after 9 p.m. (ET) will be available by 7 a.m. (ET) two days following submission. 4.2 RE-TRANSMISSION PROCEDURE If the HTTP post reply message is not received within the 60-second response period, the user s CORE compliant system should send a duplicate transaction no sooner than 90 seconds after the original attempt was sent. If no response is received after the second attempt, the user s CORE compliant system should submit no more than five duplicate transactions within the next 15 minutes. If the additional attempts result in the same timeout termination, the user s CORE compliant system should notify the user to contact the health plan or information source directly to determine if system availability problems exist or if there are known Internet traffic constraints causing the delay. 4.3 COMMUNICATION PROTOCOL SPECIFICATIONS The following is a list of technical standards and versions for the SOAP envelope and Eligibility status payload: HTTP Version 1.1 CSOAP Version 1.2 SSL Version 3 Health Care Eligibility Status Request and Response Version X279A1 CAQH SOAP (Health Plan of San Joaquin supports the use of HTTP SOAP + WSDL envelope standards as identified in CAQH CORE Phase I/II Connectivity standards ) The following is a list of technical standards and versions for the HTTP MIME multipart envelope and eligibility status payload: HTTP Version 1.1 SSL Version 3.0 MIME Version 1.0 Health Care Eligibility Status Request and Response Version X279A1 CAQH MIME (Health Plan of San Joaquin supports the use of HTTP MIME Multipart existing envelope standards and has implemented the HTTP MIME Multipart envelope standards as identified in CAQH CORE Phase I/II Connectivity standards.) September Version 1.0 8

9 Message Specifications for SOAP Envelope Element PayloadType ProcessingMode SenderID ReceiverID Specification X12_270_Request_005010X279A1 RealTime Mutually agreed by HPSJ HPSJ02 CORERuleVersion Certificate Version Username Password 4.4 PASSWORDS The Provider Relations is responsible for password assignment and resets. For any information or queries, please contact at (209) MAINTENANCE SCHEDULE The systems used by the 270/271 transaction have a standard maintenance schedule of Sunday 10PM to 12AM PST. The systems are unavailable during this time. notifications will be sent notifying submitters of unscheduled system outages. 5 CONTACT INFORMATION The following sections provide contact information for any questions regarding HIPAA, 270/271 Health Care Eligibility Status Request and Response Transactions, and documentation or testing. 5.1 EDI CUSTOMER SERVICE For 270/271 Transaction EDI Eligibility Status Request and Response Questions Contact at (209) EDI TECHNICAL ASSISTANCE Contact at (209) PROVIDER SERVICE NUMBER Contact at (209) APPLICABLE WEBSITES/ Website URL: September Version 1.0 9

10 6 CONTROL SEGMENTS/ENVELOPES 6.1 ISA-IEA Segment Name Segment ID R/O No. of Char Value Authorization Information Qualifier ISA01 R 2 00 Authorization Information ISA02 R 10 <spaces> Security Information Qualifier ISA03 R 2 00 Security Information/ Password ISA04 R 10 <spaces> Interchange ID Qualifier/Qualifier for Trading Partner ID Interchange Sender ID/Trading Partner ID Interchange ID Qualifier/Qualifier for Health Plan of San Joaquin Remarks 00 - No Authorization Information Present No Authorization Information Present 00 - No Security Information Present No Security Information Present ISA05 R 2 <senderqual> Sender Qualifier ISA06 R 15 <SENDER ID> Sender's Identification Number ISA07 R 2 ZZ Mutually Defined Interchange Receiver ID/ HPSJ ISA08 R 15 HPSJ02 HPSJ s receiver id Interchange Date ISA09 R 6 <YYYYMMDD> Interchange Time ISA10 R 4 <HHMM> Repetition Separator ISA11 R 1 ^ (is a typical separator received) Date of the interchange in YYMMDD format Time of the interchange in HHMM format Interchange Control Version Number ISAl2 R Version number Interchange Control Number/Last Control Number ISA13 R 9 <Autogenerated> Acknowledgement Request ISA14 R 1 0 Usage Indicator ISA15 R 1 <T or P> Separator ISA16 R 1 : Assigned by the interchange sender, must be associated with lea02 segment 0 - No Acknowledgement Requested T-test data; P-production data ASCII Value. Component element separator 6.2 GS-GE Segment Name Segment ID R/O No. of Char Value Functional Identifier Code GS01 R 2 HR Application Senders Code GS02 R 2/15 <SENDER ID> Application Receivers Code G503 R 2/15 HPSJ02 Remarks Eligibility, Coverage or Benefit Inquiry Code identifying party sending transmission Code identifying party receiving transmission September Version

11 Date G504 R 8 <CCYYMMDD> Functional Group creation date in CCYYMMDD format Time GS05 R 4/8 <HHMM> Assigned and maintained by the sender, must be Group Control Number GS06 R 9 associated with GE02 segment GS06 Responsible Agency Code GS07 R 2 X Version/Release/Industry Identifier Code Accredited Standards Committee X12 GS08 R X279A1 Transaction version Segment Name Segment ID R/O No. of Char Value Remarks Number of transactions sets included GE01 R Total number of transactional sets included in functional group or interchange Group Control Number GE02 R Assigned number originated and maintained by the sender 7 PAYER SPECIFIC BUSINESS RULES AND LIMITATIONS Health Plan of San Joaquin uses real time processing for its EDI transactions to provide immediate responses to its submitters. In real time, the submitter transmits a request transaction to Health Plan of San Joaquin and then remains connected while Health Plan of San Joaquin processes the transaction and responds to the submitter. Health Plan of San Joaquin accepts the 270/271 transactions as a read only transaction and will not use any data coming in on the 270 transaction to update its internal systems. Additionally, where stated in the ASC X12N ANSI 270/271 Health Care Eligibility Inquiry and Response Transaction Set Implementation Guide, Health Plan of San Joaquin will respond with its source data from internal systems, including but not limited to such data as Subscriber Name information, Member Id and DOB. SUPPORTED FUNCTIONALITY Health Plan of San Joaquin accepts the 270/271 transactions as a read only transaction and does not use any data coming in on the 270 transaction to update its internal systems. To provide immediate response to submitters, Health Plan of San Joaquin uses real time processing for its EDI transactions. September Version

12 SUBSCRIBER AND MEMBER SEARCHES To uniquely identify a member, a 270 transaction must include the member s Health Plan of San Joaquin s Identification Number, the information source s Identification Number, member s last name and date of birth and service type code. For the best response time, Health Plan of San Joaquin recommends that the 270 transaction set be programmed to a single record. This consists of a one-to-one ratio in a single loop structure: one information receiver, one provider, one subscriber and request service type code(s). If the 270 transaction is not rejected, Health Plan of San Joaquin returns the 271 transaction with all of the Inquiry criteria information that was submitted in the 270 transaction. 8 ACKNOWLEDGEMENTS AND/OR REPORTS ACKNOWLEDGEMENT FOR HEALTH CARE INSURANCE Health Plan of San Joaquin supports the Acknowledgement for Health Care Insurance (999). 999s are sent for real-time submissions of 270 transactions when error or discrepancy found at GS or transaction level. For Batch 270 transactions a 999 is sent always. 8.2 TA1 - INTERCHANGE ACKNOWLEDGEMENT REQUEST Health Plan of San Joaquin supports the Interchange Acknowledgement Request (TA1) when any issues at ISA level. 8.3 REJECTION LOGIC/STATUS CODES Health Plan of San Joaquin developed its rejection logic using HIPAA standard codes available on the Washington Publishing Company s website ( to better communicate to providers the reason a transaction was rejected and what action to take to resolve the rejection. September Version

13 9 TRADING PARTNER AGREEMENTS This section contains general information concerning Trading Partner Agreements (TPA). An actual TPA may optionally be included in an appendix. 9.1 TRADING PARTNERS An EDI Trading Partner is defined as any Health Plan of San Joaquin customer (provider, billing service, software vendor, employer group, financial institution, etc.) that transmits to, or receives electronic data from Health Plan of San Joaquin. Health Plan of San Joaquin uses request through Provider services to register new partners and agreement/set-up forms to process electronic transactions. 10 TRANSACTION SPECIFIC INFORMATION The following table specifies the segments and suggested use of them in the transmission: 2100A Loop ID Element Field Name NM109 Information Source Identification Code No. of Char Remarks 2/80 Required value in C NM109 Subscriber Identification Code 2/80 Required value in C DMG02 Subscriber Date of Birth 1/35 Required value in C NM103 Subscriber last Name 1/60 Required value in C EQ01 Service Type Code 1 / 2 Required value in 270 APPENDICES 270 Sample Request A. Transmission Examples ISA*00*Authorizat*00*Security I*ZZ*Interchange Sen*ZZ*Interchange Rec*141001*1037*^*00501* *0*T*: GS*HS*Sample Sen*Sample Rec* *1037*123456*X*005010X279A1 ST*270*1234*005010X279A1 BHT*0022*13* * *1319 HL*1**20*1 NM1*PR*2*ABC COMPANY*****PI* HL*2*1*21*1 NM1*1P*2*BONE AND JOINT CLINIC*****XX* HL*3*2*22*0 TRN*1* * NM1*IL*1*SMITH*ROBERT****MI* DMG*D8* DTP*291*D8* EQ*30 September Version

14 SE*13*1234 GE*1* IEA*1* Sample Response ISA*00*Authorizat*00*Security I*ZZ*Interchange Rec*ZZ*Interchange Sen*141001*1037*^*00501* *0*T*: GS*HB*Sample Rec*Sample Sen* *1037*123456*X*005010X279A1 ST*271*4321*005010X279A1 BHT*0022*11* * *1319 HL*1**20*1 NM1*PR*2*ABC COMPANY*****PI* HL*2*1*21*1 NM1*1P*2*BONE AND JOINT CLINIC*****XX* HL*3*2*22*0 TRN*2* * NM1*IL*1*SMITH*ROBERT****MI* N3*15197 BROADWAY AVENUE*APT 215 N4*KANSAS CITY*MO*64108 DMG*D8* *M DTP*291*D8* EB*1**30^1^33^35^47^48^50^86^88^98^AL^MH^UC*HM*GOLD 123 PLAN EB*L LS*2120 NM1*P3*1*JONES*MARCUS****XX* LE*2120 EB*C**30*HM**23*100*****Y EB*C**30*HM**23*250*****N EB*C**30*HM**29*100*****Y EB*C**30*HM**29*250*****N EB*A**30^1^33^35^47^48^50^86^88^98^AL^MH^UC*HM****.1****Y EB*A**30^1^33^35^47^48^50^86^88^98^AL^MH^UC*HM****.2****N EB*B**30^1^33^35^47^48^50^86^88^98^AL^MH^UC*HM***10*****Y EB*B**30^1^33^35^47^48^50^86^88^98^AL^MH^UC*HM***30*****N SE*27*4321 GE*1* IEA*1* None B. Change Summary September Version

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